The application to become a ROWSC Accredited Utility consists of a completed application form and a few initial documents submitted via email and an application fee of $2500. The applicant is asked to outline background information about the utility and its IVM program. The initial documents to be provided include an overall map of the utility’s ROW and any other information to describe the scale of the IVM program (i.e., how many states, miles, etc). Additional information may be requested during the application review process to support the gap assessment process and to help develop a cost estimate and scope of work for a full assessment.
Once a completed application has been submitted, the application is referred to the audit committee chair, who works with the applicant utility to review the audit process and determine costs, and then selects an independent lead auditor if the decision is made by the utility to proceed to the next step of a gap assessment. The lead auditor assumes responsibility communicating with the applicant utility and is the primary point person for the process going forward.
The gap assessment involves a preliminary review of documents and information provided by the utility to determine a preliminary assessment of compliance with the ROWSC standard. The process may include one or more meetings with the lead auditor (or full audit team) and the final result is a gap assessment summary that addresses the utility’s readiness for a full assessment, including field audit.
The assessment summary will identify any obvious gaps between the requirements for accreditation and the utility’s vegetation management program.
The decision to proceed towards a field assessment lies with the utility, who, after the gap assessment, makes a GO-NOGO decision based on their determination of readiness for a field audit.
From the ROWSC administrator’s perspective, an applicant shall be determined ready for a field assessment if all required materials have been submitted, the application fee has been paid, and all parties have signed the auditing contract or other necessary agreement forms. At this point, if the utility wishes to proceed, logistics are coordinated between the lead auditor and the application for the field audit.
The field audit is a crucial step in achieving ROWSC accreditation. During this stage, an audit team (including a lead auditor and approximately 1-3 additional auditors) travels to visit the utility. The team completes further document reviews and interviews onsite with staff and contractors. The team also randomly selects field sites along the right-of-way to visit to determine compliance with ROWSC standards that require field verification. The field audit includes addressing gaps identified in the gap assessment, confirmation of procedure implementation, review of chemical use, observation of water and wildlife protections, examination of crew and worker conditions, interactions with stakeholders, and consideration of road and infrastructure conditions.
The audit team will also conduct in-office document review at this point to ensure consistency with previous submissions and review workplace safety and hiring practices, documentation of vegetation management implementation, and stakeholder engagement.
Before the field audit is complete, a closing meeting is held in which the lead auditor provides a preliminary summary of the anticipated accreditation outcome and team members discuss next steps.
Once the field audit is completed, the lead auditor works with the audit team to write a draft audit report. The report documents the process of the assessment, details the level of conformance with the standard, provides the audit team’s findings, and details the final recommendation related to accreditation of the applicant utility.
The draft report is provided to the applicant utility and the ROWSC administrator for input before being finalized. The utility may provide additional information or request a meeting to discuss or correct errors, address omissions, or clarify findings and the accreditation recommendation.
After review by the applicant utility, the final audit report is submitted to the ROW Stewardship Council. The Council is responsible for reviewing the audit team’s findings and their recommendation related to accreditation of the applicant utility. Following their review, the Council members cast their vote to accept or reject the recommendation by the audit team.
If there are issues of nonconformance that hinder accreditation, the applicant utility has up to 12 months from the date of final report to remedy the situation, which may include additional auditing.
Once the field audit is completed, the lead auditor works with the audit team to write a draft audit report. The report documents the process of the assessment, details the level of conformance with the standard, provides the audit team’s findings, and details the final recommendation related to accreditation of the applicant utility.
The draft report is provided to the applicant utility and the ROWSC administrator for input before being finalized. The utility may provide additional information or request a meeting to discuss or correct errors, address omissions, or clarify findings and the accreditation recommendation.
After review by the applicant utility, the final audit report is submitted to the ROW Stewardship Council. The Council is responsible for reviewing the audit team’s findings and their recommendation related to accreditation of the applicant utility. Following their review, the Council members cast their vote to accept or reject the recommendation by the audit team.
After throwing a big party to celebrate accreditation, the next step is maintaining it. The initial ROWSC accreditation is awarded for 5 years. During this time, the following cycle applies:
Year 1 – Application, Gap Assessment, Field Audit and Initial Accreditation
Year 2 - Desk Audit (conducted remotely)
Year 3 - Desk Audit
Year 4 - Mid Cycle Audit (A streamlined version of the initial field audit)
Year 5 - Desk Audit and preparations begin for full re-accreditation audit in the following year
The five year accreditation award may be extended if the audit team feels that ROWSC standards compliance is sufficient and IVM performance is high enough that a full re-audit is not immediately necessary. This determination and auditor recommendation may occur during the mid-cycle audit and may be brought forward to the Council for consideration.
Accreditation can be ended in several ways. If an accredited utility fails to complete the annual audit requirements (desk audit, mid-cycle audit, etc), they will risk their accreditation being suspended. If an annual audit determines that the utility’s conformance with the standard is no longer sufficient, a warning may be given or the accreditation may be suspended. The Council may provide a 12 month timeframe for coming back into compliance before the accreditation is fully revoked. An accredited utility may also choose to voluntarily withdraw from the program at the end of the five year cycle or at any time during the cycle by providing a written notice to that effect.
